Document management solutions ranges from simple software installed on your PC all the way to Enterprise grade content management system. Most systems involve the following process:

1. Digitize (Scan) the documents.
2. Store the image on a server
3. Provide meta data to index the documents
4. Provide an indexing engine to classify the digitized records.
5. Allow users to retrieve the document based on search key
6. Show and allow print out of the searched document

Companies invest in document management system hoping to benefit from:

1. Having digital copies for backup purposes
2. Ability to quickly retrieve any digitized copy on demand without need for manual intervention.
3. Ability to share the digitize documents between co workers or even among branches worldwide without the need to courier documents.

Typical solutions provided by other vendors involves costly proprietary systems that tied down companies to their solutions. However, higher end solutions are not cost effective for SMEs. Morever, companies needed to train and hire extra staff to manage the system. The document management solution we provide is all inclusive of:
1. The software application,
2. The web based server,
3. The manapower needed to maintain the accuracy of the records.

Our solution boast of tried and tested workflow that not only ensures completeness but also accuracy of your digitized records:
1. You have the choice of either scanning the documents yourselves or sending your documents to us for scanning in our high speed scanners.
2. The digitized documents are stored and indexed on our servers.
3. Our team of highly skilled data analyst enter the metadata for you by tagging in identifying fields like customer name, NRIC, Invoice number etc.
4. Then our editors review all the entered data for accuracy. This second pass ensures accuracy of above 98.5%
5. Once the process is complete, any document that is tagged in this manner will be available for retrieval from any web browser connected to the internet.

Upon request, we can provide tiered security such that certain groups of access can only see contents in selected folders, and denied access for other folders in the system. For more info, kindly email marketing[at]futuregen.sg

Since our team is monitoring networks on a 24×7 basis we decided to extend the service to cover also the video monitoring. A lot of video cameras are now hooked up to DVRs with internet capabilities. It would be simple for us to login and monitor the DVR from our NOC. By providing the service, our team can help owners and managers save time and manage the video review process.

The Video Monitoring service is envisioned to provide peace of mind to property and business owners with 24×7 staff keeping tabs on the remote video feed from newer generation Digital Video Recorders that have internet capabilities. Our team can also help plan the optimal location and aim of the various types of dome cameras for maximum coverage. Instant alerts are provided for every notable ‘incident’. This service can be rendered worldwide.

Our original network monitoring service covers network equipment and servers.

The accuracy of audio transcripts depend in large part on the quality of the audio recordings. Some common challenges we see with digital recordings when you are recording meetings are as follows:

1. Noisy environments with background sounds.
Of course, the obvious solution is to move the meeting elsewhere. A very public and loud place isn’t the ideal location for meetings anyway. However, if that is not an option, then consider reducing the background noise with the use of high quality microphones like Behringer C1-U. Other option is to digitally enhance the recording by use of computer software to minimize the noise and amplify weak audio levels

2. Several people speaking at the same time.
Consider switching from using a single digital recorders to one that is computer based. This allows you to setup multiple microphones. When placed strategically, it can save the conversation from different channels (mics) into separate audio files.

3. Never Use Voice Activate mode.
To conserve recording capacity, most audio recorders have a “record when voice is present” (voice activated mode). While this does produce recordings that contain less dead air, it also has the unfortunate side effect of having ‘missing’ words.

4. Billingual Speakers
Be conscious of bilingual speakers that drift from English to another language. Chairpersons would be wise to restate the speakers’ non english comments into english and confirm its correctness.

5. Some unusual sources of noise include shuffling papers, coffee cups, dinner plates and cellphones.
Eliminate or minimize the impact of these source by banning them altogether, or if this is not an option, placing the microphones away from such sources.

Check out related topic on how to create minutes of meeting.

We provide audio recording facilities for conferences and meetings using our multi-channel digital system. Email marketing[at]futuregen.sg for details.

APACTechForum is organizing the Conference on Cloud Computing and Virtualisation on Nov 25 and 26th at the Suntec Convention Center in Singapore.

Key speakers include Mr Stefan Groschupf, founder of Katta, the open source Lucene index project, Mr Manish Pratap, HP, Mr Omar Asad, CTO, Riverbed Technologies, Mr Satish Murthy, NetAPP, Mr David Loke, ReadySpace and a host of other key speakers.

Interested parties can visit the cloud computing conference site.

Futuregen is attending this event organized by the Singapore Computer Society on “The Demystification of Digital Media”, friday, November 6, 2009 from 6:30 to 8pm at the SCS Resource Center.

Audio to Text conversion is useful for providing an alternative medium for target audiences that are not able to ‘digest’ the recorded audio. People with hearing disabilities are the marjor users for this audio to text conversion.

Other cases involves audience that are non-native speakers of the recorded medium’s language. Nowadays, most users require audio to be converted to text for posting in their websites. This allows search engines to index the material and return the results in search engine pages. This increases web site traffic.

Tips on how to convert Audio to Text:
1. Use Good audio.
If you are doing the recording, try getting it done in a quiet space. Never do an interview in a cafe! The ambient sounds will kill your accuracy! If you must, do it inside your car with the windows up!

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